HR Assistant

Type of position:  Contract agent
Job Type:  21 May 2024 at 23.59 CET

Job grade: FGIII 

Type of position: Contract agent 

Selection procedure reference: EMA/CA/10426 

Job title: HR Assistant 

Talent Pool: FGIII Human Resources

Deadline for applications: 21 May 2024 at 23.59 CET 

Monthly Salary: 3.378,79 Euro(including local weighting) [1] plus benefits (see calculators on the right)

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About this role

We are excited to offer an opportunity for a HR Assistant to join our dynamic Staff Matters Service at EMA. This role is ideal for a team player who thrives in a multicultural and collaborative environment. We are seeking an individual with excellent analytical and communication skills, who is eager to contribute to our administrative, procedural, and operational activities. The successful candidate will ensure accurate, high-quality, and timely delivery within various areas of HR responsibilities, playing a key role in the daily operations of the Staff Matters Service.

In this role you will:

Work alongside a team of highly motivated HR professionals towards achieving common goals in areas such as: 

  • Correct and timely implementation of the EU Staff Regulations 
  • Delivery of high-quality personnel administration and customer service 
  • Provision of clear information to staff, line managers and other concerned individuals/stakeholders 

You will be expected to support a range of tasks in the general personnel administration area such as: 

  • Ensure compliance and correct implementation of the applicable EU Staff Regulations and other relevant implementing rules in Staff Matters; 
  • Monitoring and responding to queries in various Staff Matters areas (e.g. , Leave Management, Working conditions, Onboarding/Offboarding, Benefits, Wellbeing, etc.) including processing of personnel rights and communication with relevant stakeholders; 
  • Providing customer service linked to different Staff Matters activities; 
  • Keeping HR databases and the digital personnel file up-to-date, assist in reporting and statistics; 
  • Communicating to staff on applicable HR rules and procedures including intranet updates, briefing and staff presentations, individual correspondence, upcoming changes; 
  • Upkeep of knowledge and work instructions; 
  • Support management on staff matters (e.g. leave rules, sick leave, status of onboarding, etc.); 
  • Assist with queries from the European Court of Auditors and other audit bodies; 
  • Provide backup for other Staff Matters’ colleagues in their absence as assigned; 
  • Liaise as required with different services of the European Commission; 
  • Perform other duties as required, including cross-Agency activities; 

Link  to the role description of HR Assistant outlining standard duties and responsibilities

Apply if you fulfil these eligibility criteria

General conditions: 

1. Full rights as a citizen of a European Union Member State, Iceland, Liechtenstein or Norway; 

2. Thorough knowledge of English (at least level C1) and a satisfactory knowledge of another official language of the European Union (at least level B2); 

3. Fulfilled any obligations imposed by applicable laws concerning military service. 

Specific condition(s):  
1. A level of post-secondary education attested by a diploma,  
or  
a level of secondary education attested by a diploma giving access to post-secondary education and professional experience of at least three years, or where justified in the interest of the service, professional training or professional experience of an equivalent level.  

 
General Condition 1 and Specific Conditions 1 will be verified firstly based on the application form and then you will be required to provide documentary evidence at the interview stage. Failure to present these documents may result in the disqualification from the selection procedure.

You will need to have:

Appropriate professional experience of at least two years in:  

  • providing administrative support preferably in Human Resources,  
  • drafting various types of communication,
  • dealing with internal and external stakeholders at all levels. 

Skills & knowledge 

Basic knowledge of MS Office suite (Word, Excel, Outlook). 

Competencies you need to have:

Role competencies:     
Continuous improvement Basic 

Influencing and persuading Basic 

  

Sub-family competencies:     
Administrative excellence    Basic 
Human resources expertise Basic 
Applied knowledge    Basic 

  

Grade competencies:  
Adaptability and agility    Basic 
Coping with pressures and setbacks    Intermediate 
Analysing and problem solving    Intermediate 

  

Core competencies:      
Ethics and integrity    Basic 
Team collaboration    Intermediate 
Customer centricity    Basic 
Results orientation    Basic 
Communication    Intermediate 
Cross-cultural sensitivity    Intermediate 
Continuous learning and self-development    Basic 

For more information about definitions of competencies and associated proficiency levels, please refer to the EMA Competency Framework

These are considered as nice to have:

Experience in public administration or similar highly regulated environment.

 

Selection procedure timelines

Deadline for applications

21 May 2024 23:59 CET 

Preliminary Assessments

Second week of June 2024

Final assessments

Fourth week of June 2024

Decision expected

End of June 2024

 

 

 

 

 

 

Selection process

Only eligible candidates (see eligibility criteria) will be assessed by the selection committee.

Suitability and qualifications of eligible candidates will be assessed against the assessment criteria and competences in different steps of the selection procedure.

Note:  Candidates who fail any assessment linked to any Need to Have requirement, Sub-family and grade specific competencies and Core Competencies at any stage of the process are disqualified, even if they receive passing marks on other criteria.

Before the start of the selection procedure, it is decided which criteria and competences will be assessed at each stage of the process. Certain criteria / competences will be assessed / scored only for shortlisted candidates during interviews (and/or tests). Please consult the Careers at EMA - Guidance on selection and recruitment (section 1.3. selection procedure) for an overview of the criteria and competences assessed at each stage of the process.

Shortlisting

In order to allow the selection committee to carry out an objective assessment of all candidates in a structured way, as part of their application, all candidates must answer the pre-defined set of questions based on Need to have criteria and sub-family competences.

The Selection Committee will therefore assess eligible candidates using the information provided in the responses to those questions and in their application. When answering a question, you should include all relevant information, even if it is already mentioned in other sections of your application form.

To carry out this assessment, each of your responses will be awarded points (0 to 10). The points are added up to identify those candidates whose profiles best match the duties to be performed as advertised in the vacancy notice.

Only the candidates with the highest total marks at the shortlisting stage will progress to the next stage. The Selection Committee will decide to limit the number of candidates invited to the next stages. Please consult the Careers at EMA - Guidance on selection and recruitment (table on section 1.3.6 Preliminary and final assessments) for an overview of the thresholds.

Assessments

Next steps of selection may include a preliminary assessment. Most assessments will be conducted remotely (i.e. Webex/Teams, remote test, etc.). All assessments are based on the assessment criteria listed in this vacancy notice.

Shortlisted candidates will participate in personality assessments (e.g. SHL occupational personality questionnaire OPQ32) to assess their Core Competencies (pass score is 26 out of 100 points and above).

Additional assessments, such as cognitive (e.g. deductive reasoning) assessments may also be foreseen as part of the selection process. Furthermore, motivation and overall fit for the job and knowledge of EU relevant to role may be assessed.

Please consult the Careers at EMA - Guidance on selection and recruitment (section 1.3.3 selection procedure) for an overview of the criteria and competences assessed at each stage of the process and the type of assessment tolls used.

 

Reserve list and/or job offers

 

The aim of this selection procedure is to create a reserve list of qualified and suitable candidates. Each candidate having reached the final step of the selection procedure will be notified via e-mail whether she/he has been placed on the reserve list, and relevant Talent Pool. Candidates should note that the placement on a reserve list and/or Talent Pool does not guarantee an employment offer.

We strongly encourage that candidates do not apply for the vacancies that are at the same grade and the same subfamily as the Talent Pool they have been already placed on, as this will not improve their chances of being considered for a vacant post within the Agency.

When a vacancy becomes available, candidates on the reserve list may be contacted for an additional interview.

More information about selection and recruitment (including administrative complaint procedure) at the EMA is available at our careers website.

 

Conditions of employment

In principle, the Agency offers a five-year renewable contract. Contracts of a shorter duration may be offered to the candidates.

The successful candidate will be required to relocate to the Netherlands to take up  duties.

 


[1] The local weighting adjusts salaries to the cost of living in the Netherlands compared to Brussels. The current weighting for the EMA's location in Amsterdam, the Netherlands, is 114.6. Please consult the Eurostat and Commission websites for more information on weightings.

 

______________________________________________________________________________________________________

Domenico Scarlattilaan 6 - 1083 HS Amsterdam - The Netherlands

Telephone +31 (0)88 781 6000 - Email recruitment@ema.europa.eu

 

© European Medicines Agency, 2020. Reproduction is authorised provided the source is acknowledged.

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  • Initial 5 year contract with competitive monthly tax-free salary and household & children’s allowances (where applicable)
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  • Relocation assistance
  • Excellent  health insurance scheme and social benefits
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